Resources Select Minutes - 6 September 2004

22. MINUTES

The minutes of the meeting held on 2 August 2004 were confirmed.

23. DECLARATIONS OF INTEREST

Mrs B Lawson declared a personal interest in minute 26 as she had been a member of the GAGS Board.

24. FORWARD PLAN

Concern was raised that the Parish Carter was not yet on the Forward Plan, it was suggested that this be included within the Customer Charter. Assurance was sought that the decision to adopt a revised scheme of delegation in relation to Executive functions would be taken on 6 October and would not slip further.

ACTION REQUIRED BY THE PORTFOLIO HOLDER FOR RESOURCES

Due to the Portfolio Holders absence written replies be circulated to the Committee on these issues.

25. PRINTING PROCUREMENT

The Compliance and Risk Manager reminded Members that at its meeting on the 2 February 2004, the Committee had requested a further update of the arrangements for procuring the printing needs of the Council.

The Protocol for procuring printing material had been introduced with effect from April 2004 this year and its main aim was to ensure the Council achieved value for money when deciding the source of its printing requirements. This was achieved by submitting all print procurement through the Print Unit Manager who could then decided whether printing could be done economically “in-house” or if not which outside company could offer the best value.

The Select Committee were advised that the Print Unit Manager was aware of only 2 instances within the same service area, where the protocol had not been observed. The service area had now been reminded of the protocol.

Since the protocols inception the Print Unit Manager had sourced 27 items on behalf of Council departments and taking into account the highest and lowest quotes received there was a potential saving of £12,200 in total.

It was also noted that the protocol was having a positive effect on market prices. The Print Unit Manager had estimated that the printing prices would be 20% higher without the protocol, due to an increased awareness amongst suppliers that the Council was seeking greater competition.

In discussion Members considered how further improvements could be made. Some concern was raised that there was no mechanism in place to look at services printing activity which may unearth hidden printing costs. Assurance was sought that this issue would be addressed in the procurement strategy. The Compliance and Risk Manager reassured members that there was a system in place which would identify printing activity which was unknown by the Print Unit Manager (ie the system which identified that only one service area had not complied with the protocol thus far).It was noted that the use of photocopiers and office printers had not yet been included in the review.

The Select Committee were advised that a printing review was shortly due to take place. Concern was raised that this review may lead to the Units closure and some members expressed the value of the Council maintaining its own printing service. The Head of Corporate Policy and Communications assured members that no assumptions had been made about the future of the Unit and there was no hidden agenda behind the review.

Members also discussed the importance of graphic design within the Council. The Select Committee were reminded that this was being investigated and would be reported back to the Committee in December 2004. In particular members referred to the costs related to producing the Council’s Wight Insight Magazine. It was noted that the printing for Wight Insight had gone out to tender and a mainland company had been commissioned, this had created savings of £20,000. This contract was shortly due to be re-tendered.

Members believed that graphic design should be included within the forthcoming Printing Review. However the Head of Corporate Policy and Communications expressed reservations on this suggestion. Firstly the Select Committee had already commissioned some work on Graphic Design and secondly that he did not have sufficient budget to extend the scope of the printing review.

ACTION REQUIRED BY PORTFOLIO HOLDER :

The Committee supports the work of the Print Unit and recommends that any future review of printing incorporates a review of graphic design

ACTION REQUIRED BY THE COMPLIANCE AND RISK MANAGER :

The Committee recommends that the Compliance and Risk Manager explore other areas that would benefit from a protocol similar to that applied to “in-house” printing.

26. QUARTERLY PERFORMANCE MANAGEMENT REPORT

Members were concerned that there were Staff capacity constraints within the Corporate Policy Team despite the Best Value Team being commissioned by the Executive to undertake a number of corporate tasks. Members asked why two members of the Best Value team had been made redundant if these shortages existed. It was advised that the savings from these two posts would go into new vacancies in Human Resources.

With regard to the delays in liquor licensing, it was explained that the change in time frame was due to delays within central government. It was also highlighted that if there were any changes to Councillor appointments following the local council elections in May 2005, it would be necessary for more members to be trained in this area creating additional pressures.

Members asked questions relating to the delivery of information/knowledge management. By January 2005, the Council should be able to deliver any request from members of the public within 20 working days. This was currently being achieved within budget however the tight table would require additional human resources.

A number of questions were asked regarding to the delivery of the Greater Access to Greater Services, including :

The Business Case into Strategic Partnering

Current progress in both the Planning and Highways departments

The number of types of Interactions enabled for electronic delivery

Unreliability of Members laptops

With regard to the unreliability of Members laptops it was noted that there was no replenishment fund to update the current equipment and therefore continued maintenance of the system was the only way to keep it working. It was noted that with regard to the Corporate Call Centre, 38% of calls in August had been resolved by the Call Centre.

In relation to staff sickness statistics members were advised that the figure appeared high due to long term sickness. This was being addressed by line managers.

The Select Committee noted that £50,000 had been spent so far this year on repairing vandalism to Council buildings. The Head of Property Services advised members that the cost per year had been rising rapidly. In discussion members considered the need for more lighting in these areas to deter vandals. In addition it was noted that the Fire and Public Safety’s Select Committee were currently running a Community Warden Task Group, and were due to report back to the Select Committee in November 2004.

ACTIONS REQUIRED BY THE PORTFOLIO HOLDER FOR RESOURCES :

That the Select Committee formally receive the report on strategic partnering for scrutiny and comment prior to it going to the Executive.

That further detailed information be provided on liquor licensing within the next QPMR.

ACTIONS REQUIRED BY THE HEAD OF ORGANISATIONAL DEVELOPMENT :

That the Committee receive an informal briefing from the Head of Organisational Development on the report sent to planning on incorporating the planning department within the corporate GAGS agenda and the business case in respect of the Highways call centre.

To commission a report into the type, level and frequency of ICT support to Members and review its effectiveness.

ACTION REQUIRED BY THE HEAD OF PROPERTY SERVICES AND THE PRINCIPAL POLICY OFFICER :

To explore the feasibility of comparing Directorate Total Operating Costs (TOC) per employee.

ACTION REQUIRED BY THE CHIEF FINANCIAL OFFICER :

That a formal response be made to the ODPM in respect of the Local Public Service Agreement Targets regarding improving cost effectiveness, in the light of the inability of this Council to meet the criteria currently set resulting in no possibility of success.

ACTION REQUIRED BY SELECT COMMITTEE SUPPORT AND THE HEAD OF HUMAN RESOURCES :

That an informal briefing on work force planning be arranged.

CHAIRMAN